Job Description
Job Title: Assistant Office Administrator
Grade: EPZA 7
Ministry /Corporation: EPZA
Directorate: Finance, Human Resource and Administration
Department: Administration
Division: N/A
Section / Unit: Administration
Location / Work station: Administration Building, Viwanda Road
Reporting Relationships
Reports to: Principal Assistant Office Administrator
Direct reports:
Indirect reports: Office Assistant
Job Purpose
The job holder is responsible for secretarial services and others of clerical in duty
Key Responsibilities / Duties / Tasks
I. Managerial / Supervisory Responsibilities
N/A
II. Operational Responsibilities / Tasks
a) Word and data processing
b) Managing electronic office
c) Operating office equipment
d) Maintaining office diary, appointments, travel itineraries
e) Attending to visitors and clients
f) Ensuring security of office records, equipment
g) Keeping of correspondence and file movement
h) Preparing responses to simple routine responses
i) Managing office protocol and etiquette
j) Maintaining integrity and confidentiality of data
Job Dimensions:
I. Financial Responsibility:
N/A
II. Responsibility for Physical Assets
Responsible for physical assets assigned by the institution;
III. Decision Making:
Makes decisions using work instructions
IV. Working conditions:
Work predominantly within the office
Job Competencies (Knowledge, Experience and Attributes / Skills).
Academic Qualifications-KNEC
a) Bachelors degree in Secretarial Studies/Business Office Management or equivalent from a
recognized Institution OR
b) Higher Diploma in Secretarial Studies from the Kenya National Examinations Council (KNEC);
OR
c) Business Education Single and Group Certificates (BES & GC) Stage I, II and III from the Kenya
National Examinations Council in the following subjects: -
d) Shorthand III (minimum 100 w.p.m.);
e) Typewriting III (50 w.p.m)/Computerized Document Processing III;
f) Business English III/Communications II;
g) Secretarial Duties II;
h) Office Practice II;
i) Commerce II; and
j) Office Management III/Office Administration and Management III;
Professional Qualifications / Membership to professional bodies
a) Certificate in computer applications from a recognized institution
b) Meets the provisions of Chapter Six of the Constitution
Previous relevant work experience required.
N/A
Functional Skills: Behavioral Competencies/Attributes:
Attention to detail
Self-motivated
Communication skills
Ability to maintain confidentiality